ETD Tutorial 4 Submission Process
Let’s take a look at how to submit your document to the library for review.
From the ETD website, click the link that says “JHU ETD submission system”, underneath the header “How and when do I submit my ETD.” You can also type etd.library.jhu.edu directly in your browser.
Remember that you only should submit your document after your defense, and after you’ve made any and all edits required by your committee. Log in in the top, right corner of the screen.
Your name and email will automatically be filled in for you. If you need to change your name, you have to do so through the registrar’s office. You can put in your ORCID ID if you have one; if you don’t, feel free to skip this box.
Choose your school, department, degree, and major/concentration. Sometimes schools fall behind on keeping the library updated with their available majors, so feel free to choose not listed if you don’t see your major.
Finally, enter your contact information. This information will not be available in the public record, but will help us if we need to contact you about your document.
Next up is the licensing agreement, which outlines the copyright relationship between you and Johns Hopkins. You retain the full copyright to your document, but agree to allow Johns Hopkins to make your document available to the public through our institutional repository.
The ProQuest agreement is optional, and is only available for doctoral students. If you check the box, we will eventually send your document to ProQuest for inclusion in their repository as well as our own. It’s possible ProQuest will have been phased out by the time you view this video, so if you don’t see this as an option, the program might have been discontinued.
Now it’s time to enter information about your document. Make sure your Document Title exactly matches what you’ve written on the title page of your dissertation.
Your degree date is your graduation date.
Your abstract must also exactly match the abstract in your document.
At least one keyword is required, but you can include as many as you like. We don’t have any standardized key words, so choose whatever you think would be helpful for search engines. Separate them by semicolon.
Subjects is a required field that we don’t standardize but is required by the software we use. Find whatever fits best, but don’t worry about this field too much if you can’t find a good fit.
List the names of your committee and mark the chair. Include the chair’s email.
For previously published material, if you check it and indicate you might have published material, we’ll look at it and check with you if we have concerns about it. We don’t really use this too much anymore, so unless you have a question about some material, feel free to leave it blank.
Finally, you can select an embargo. If you choose “no embargo,” it will be published a few months after you graduate. You can embargo your document for up to four years. If you would like to release your embargo early—say you embargo it for four years then decide after two you no longer need it—you can email us to lift the embargo. Likewise, you can extend your existing embargo—say you embargo it for one year and decide six months into that period that you actually want it embargoed for the full four years. Once the document is published, however, we cannot add a new embargo. Even if your document is embargoed, your title and abstract will be available in our institutional repository soon after you graduate, so it’s a good idea not to include any information in your abstract that you don’t want made immediately public.
Now it’s time to upload your document here. After you upload, the document title should change to YOURLASTNAME_DISSERTATION or _THESIS.
If you have any supplemental files, such as a large data set or an audiovisual element, you can upload them here. You can also upload administrative files, such as copyright permissions from previous publishers, and the source file for your document.
Next you’ll be taken to the Confirm & Submit page, where you can make sure all your information looks good. If it does, click “Confirm and Submit.” Now all that’s left is to pay the submission fee and wait for library review, which we’ll go over in the last two videos.
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